Operations Transformation & Automation Analyst

White Shield, Inc.; Dubai; Hybrid; AED 120,000 - 170,000; Full time

Job summary

Whiteshield is seeking an analytical Operations Analyst to support a business‑wide operational transformation programme. You will map how work is performed across the firm, standardise and automate it on core platforms, and administer Slack/Notion for streamlined workflows.

You will document processes, maintain data hygiene across Scoro, HubSpot and staffing trackers, and collaborate with the Head of Operations to drive governance and efficiency.

Qualifications

• Naturally curious with a desire to understand how organisations operate.
• Strong analytical mindset with exceptional attention to detail.
• Able to simplify complex operational processes into structured documentation.
• Confident engaging with stakeholders at all levels of the organisation.
• Highly organised with the ability to manage multiple workstreams simultaneously.
• Comfortable working independently in a fast‑paced, evolving environment.
• Solutions‑oriented with a continuous improvement mindset.
• Strong sense of ownership and accountability.

Responsibilities

• Lead the documentation of end‑to‑end business processes across operational and corporate functions.
• Conduct stakeholder interviews and workshops to understand current processes.
• Produce clear process maps, workflows and supporting documentation.
• Capture decision points, approvals, dependencies and system interactions.
• Build and maintain a central repository of operational processes and documentation.
• Identify inefficiencies, duplication, manual activities and operational risks.
• Design future‑state, standardised workflows and, importantly, build them.
• Build no‑code automations on the existing stack (Slack forms and workflows, Notion databases and templates).
• Validate documentation and improvements with business leaders, and iterate.
• Own the day‑to‑day administration of Slack and Notion: channel architecture, permissions and access.
• Maintain the Notion knowledge base as the single, well‑organised home for processes and documentation.
• Apply the permission and data‑classification rules set by the Head of Operations.
• Act as first‑line support for Slack, Notion and Claude, and drive adoption across teams.
• Maintain accurate operational data across Scoro, HubSpot and the staffing tracker.
• Support resource planning by monitoring project allocations, utilisation and billability.
• Identify and investigate discrepancies between planned allocations and recorded time.
• Monitor staffing compliance, highlighting allocation conflicts, capacity risks and data quality issues.
• Prepare recurring operational KPI and utilisation reports.
• Identify opportunities to improve data quality, reporting accuracy and governance.

Skills

Analytical thinking

Attention to detail

Stakeholder management

Organisation

Independent work

Problem solving

Tools

Slack

Notion

Claude

Scoro

HubSpot

Jira

Xero

Excel

Job description

Whiteshield is seeking an analytical Operations Analyst to support a business‑wide operational transformation programme. You will map how work is performed across the firm, standardise and automate it on core platforms, and administer Slack/Notion for streamlined workflows.

You will document processes, maintain data hygiene across Scoro, HubSpot and staffing trackers, and collaborate with the Head of Operations to drive governance and efficiency.